Completing the written requisition process
NOTE: the online
requisition process is the preferred method to use when completing your requisition.
You may, however, complete the written requisition process as follows:
- Fill out the MCTC Requisition form.
Attach quote/bid information (if applicable), fax and phone numbers.
- Do not use acronyms for the vendor's name. Put in vendor number, if known.
New vendors will need federal and state tax ID number.
- Forward to responsibility manager for his/her signature. They will forward
to Purchasing in room T.210.
- A purchase order will be created and mailed or faxed according to your instructions.
- The day after the purchase order is created, a working copy will be sent via
interoffice mail for your records along with a receiving copy requesting approval
for payment. Please inform our office if you do not receive the receiving copy
with 5 days.
- Please plan ahead. Allow ample time (5 days for an established vendor,
10 or more days for a new vendor, a PO which requires a PO and any purchase over
$10,000) for the PO to be processed.
- Contact Purchasing via e-mail, if you do not receive a hardcopy of your purchase
order within 8 working days.
- The Receiving Department opens all orders, matches packing slip to purchase
order copy, and contacts you to pick up your order.
- The Receiving Department will send Accounts Payable a copy of the Packing
Slip reflecting items received. This eliminates signatures of invoices for purchased
goods.
- Purchase orders for services, conferences or any items that are non-tangible
still will require your signature on the invoice.
- Sign and date the receiving/payment approval copy and forward to accounts
payable in the business office when goods received or services rendered. To keep
consistency in our accounts payable, we ask that you return the receiving/approval
copy whenever a payment must accompany the order form (i.e. subscriptions). Payments
will not be made without this form.
OUT-OF-STATE TRAVEL: An Out-of-State travel form is required for any out-of-state travel or conferences.
SPECIAL EXPENSES: Fill out the Out-of-State Travel/Special Expense Approval/Authorization form when the purchase order...
- ... is for food or benefits for Faculty and Staff
- ... is for conferences in-state in excess of the amount of $500.00
- ... requires out-of-state travel for State Employees
For more information about special expenses, see When do I need to fill out a form for special expenses?
